Junior Paralegal & Office Manager

Location: Newport Beach, CA (On-site)

Employment Status: Full-time, exempt

Work Schedule: Monday through Friday, 8:00 AM to 5:00 PM

Position Summary

We are seeking a highly organized, dependable, and motivated Junior Paralegal and Office Manager to join our legal team in Newport Beach. This full-time, on-site position combines litigation support with office management responsibilities. The successful candidate will support the legal team in litigation, corporate, employment, and transactional matters while managing the day-to-day administrative operations of the office.

The ideal candidate is detail-oriented, takes initiative, and is proficient with modern technology, including approved artificial intelligence tools to improve productivity while maintaining the highest standards of professionalism, confidentiality, and accuracy.

Consistent, reliable in-person attendance is an essential function of this position.

Essential Duties and Responsibilities

Legal Support

• Assist attorneys with all phases of litigation from case inception through trial.
• Draft, proofread, revise, and electronically file pleadings, motions, discovery, subpoenas, correspondence, contracts, and other legal documents.
• Prepare filings for California state and federal courts.
• Maintain attorney calendars and monitor litigation deadlines.
• Schedule depositions, mediations, hearings, arbitrations, and meetings.
• Coordinate service of process and court filings.
• Organize and maintain electronic and physical client files.
• Review, summarize, organize, and index documents for discovery and trial preparation.
• Prepare hearing binders, exhibit binders, trial notebooks, and witness files.
• Assist with document productions and discovery responses.
• Conduct legal and factual research under attorney supervision.
• Communicate professionally with clients, opposing counsel, court personnel, experts, vendors, and government agencies.
• Assist with contract administration and corporate legal matters.
• Perform additional legal and administrative duties as assigned.

Office Management

• Serve as the primary receptionist and first point of contact for visitors, clients, vendors, and deliveries, greeting visitors in a professional and courteous manner.
• Answer, screen, and direct incoming telephone calls.
• Manage conference room scheduling and meeting preparation.
• Coordinate office maintenance, repairs, vendors, building management, office supplies, equipment, and inventory.
• Process incoming and outgoing mail, overnight deliveries, and courier services.
• Coordinate office security, parking, keys, and building access.
• Maintain clean, organized, and professional common areas.
• Assist with employee onboarding logistics and workstation setup.
• Support Human Resources with onboarding documentation and other administrative tasks.
• Assist Finance and Operations with invoices, expense reports, vendor management, and administrative projects.
• Coordinate office meetings, lunches, and company events.
• Recommend and implement improvements to office procedures and workflows.
• Perform other administrative duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• 1-3 years of experience in a law firm, legal department, or professional office environment.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Strong interpersonal and customer service skills.
• Ability to manage multiple priorities and consistently meet deadlines.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Professional appearance and demeanor.
• Reliable transportation.
• Demonstrated history of dependable attendance and punctuality.
• Strong work ethic with the ability to work independently and take ownership of assigned responsibilities.
• Ability and willingness to work on site Monday through Friday from 8:00 a.m. to 5:00 p.m.

Knowledge, Skills, and Abilities

The successful candidate will demonstrate:

• Exceptional organizational and project management skills.
• Excellent proofreading, grammar, and written communication abilities.
• Strong analytical and problem-solving skills.
• Ability to work independently with minimal supervision.
• Ability to work effectively in a fast-paced environment and adapt to changing priorities.
• Positive attitude and willingness to assist wherever needed.
• Strong aptitude for learning new technology and improving office efficiency.

Technology Proficiency

Candidates should be comfortable utilizing modern legal technology, including:

• Microsoft Office Suite.
• Adobe Acrobat.
• California state and federal electronic filing systems.
• Cloud-based document management platforms.
• Legal calendaring and case management software.
• Artificial intelligence platforms, including ChatGPT, Claude, Microsoft Copilot, or similar technologies, with the ability to independently verify all A…